Worldwide Visa Support: Business Guide for Dependents

Global mobility strategies require HR departments to support employees with nonimmigrant visas. However, many companies often need to pay more attention to the necessary support for the dependents of these employees.

Family considerations are a significant barrier to successful employee relocation, according to research from Tilburg University. But with companies providing little support for dependents to accompany the employee, it’s no wonder that employees and their dependents often have second thoughts about the relocation. 

In this article, we share how companies can offer better support for employees and their dependents in obtaining visas while ensuring a great experience along the way.

Reduce uncertainty with a visa eligibility checker

Evaluating an employee's eligibility for a specific visa can already be a daunting task, but determining whether their dependents also qualify can make the process even more complicated. This task requires a thorough assessment of visa-related requirements as well as individual circumstances, such as the age of any dependent children, the marital status of partners, and the eligibility of older relatives who are dependents.

For instance, if an employee is applying for a US H-1B visa, their spouse and unmarried children under 21 may also apply for H-4 dependent visas. Similarly, if the employee is on an L-1 visa, their dependents may be eligible for L-2 visas. In certain cases, dependent family members may need to undergo a medical examination to ensure they are not carrying any contagious diseases that could pose a threat to public health, depending on the visa category. 

It's important to note that some dependent family members may not be permitted to work in the host country, which could impact their financial stability and career aspirations, depending on the visa category.

Gain transparency with visa application management and tracking

Managing visa applications can be complex, especially if there are multiple dependent applications involved. This process can become even more overwhelming for foreign employees and their dependents who are not fluent in the language of the country they are applying to. Communicating with government officials and completing paperwork can be frustrating and complicated.

Furthermore, the documentation requirements for work visas can be quite extensive, requiring a significant amount of time and effort to gather. Foreign employees and family members may need to provide a variety of the following documents:  

• Birth certificates

• Marriage certificates

• Dependent passports

• Educational transcripts

• Employment verification letters

• Financial statements to prove financial resources

This process can be stressful for applicants who are already dealing with the challenges of relocating to a new country.

Streamline visa procurement with EOR visa sponsorship

Obtaining a visa often requires visa sponsorship for employees and their dependents, depending on the destination country. To sponsor a visa, the company must typically have a legal entity in the destination country where the worker will operate and be equipped to handle the paperwork and administrative tasks involved.

Companies have different options to sponsor visas for employees and their dependents, such as the following: 

• Sponsor the visa themselves 
• Use a sponsorship organization 
• Use an EOR with visa sponsorship capabilities

Sponsoring the visa yourself is time-consuming and only viable if you have a legal entity in the destination country. 

Sponsorship organizations can alleviate the administrative burden; however, again, if you don’t have a legal entity in the destination country, they won’t be able to help. Their services are also limited; they do not provide visa application status tracking or renewal reminders, and the travel and health insurance coverage is often very basic. 

If a company does not have a legal entity in an employee’s home country and needs help with visa procurement, partnering with an employer of record (EOR) with visa sponsorship capabilities is an excellent option. It allows for a more hands-off approach, as the EOR takes care of all the hiring admin on the company's behalf, including global payroll and compliance. Additionally, with EOR sponsorship, you receive support for both the employees and their dependents throughout the visa procurement process.

Prevent delays with self-serve document upload and verification

Once an employee and their dependents receive their visas and work authorizations, it is mandatory for them to share these documents with their hiring company. This is because the employer is responsible for verifying the employee’s right to work in the country. The employer must keep a copy of the employee’s visa for their records.

However, visa holders often face issues such as delays or lost documentation while scanning, emailing, or mailing copies of their documents to the employer. This can create hurdles in the relocation and onboarding process.

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Simplify visa renewals and extensions with reminders and automation

Acquiring a visa is just the first step in the process. Visa renewals, extensions, and visa status updates are equally important for legal compliance, ensuring the employee and their family have continued legal status in the host country. 

However, navigating renewals, extensions, or a change of status comes with a unique set of challenges due to changing immigration policies, evolving documentation requirements, and potential complications that may arise during the process.

Remain compliant with visa cancellation support

If a dependent leaves the country or no longer meets the eligibility requirements, the visa must be canceled. Cancellation also applies when the employment relationship with the primary visa holder ends. 

Visa cancellation is necessary to maintain the integrity of the immigration system and prevent unauthorized stays. Failing to cancel a visa for an employee introduces several risks for the employer, including the following:

• Legal and compliance issues as immigration laws are violated
• A negative immigration record for the employee can impact future international assignments or travel
• Reputational damage by eroding trust with immigration authorities
• Financial implications as employers must pay fines or penalties for non-compliance
• Security concerns brought on by unmonitored individuals

Support dependent visa procurement with Deel

Employee relocations are great for business, career development, and giving employees and their dependents the opportunity to experience a new culture and way of life, but the visa procurement process can get in the way. 

Navigating complex documentation requirements, facilitating sponsorship, managing extensions and cancellations, and verifying documentation for dependents are just a few pain points that cost HR teams time and money. 

Deel alleviates the burden by providing visa and immigration support for employees and dependents to streamline the process. 

Sound like the ideal solution? Book 30 minutes with a product expert to get your questions answered.